Office and Credit Control Administrator

Company Description Prokura is a specialist supplier of fasteners, fittings, and slotted channel products serving the building services sector. The company focuses on expert procurement, sourcing and delivering Job purposeThe Office Administration and Credit Control Administrator provides coordinated administrative support to the Senior Management Team, Key Account Managers, Customer Service and Finance. The role helps sales teams operate with greater focus, efficiency and pace while supporting strong cash flow, accurate customer accounts and effective credit management. The post holder will work closely with the Finance Manager by gathering and presenting the information required for credit decisions, while ensuring customer queries, incoming payments and account records are handled promptly, accurately and professionally.Duties and responsibilitiesCustomer Service Support·        Be fully competent in customer service activities and provide support across all sales channels when required.·        Respond to customer queries in a friendly, professional and timely manner, taking ownership through to resolution or appropriate escalation.·        Maintain clear communication with customers and internal teams regarding orders, deliveries, account matters and agreed actions.Key Account Management Support·        Prepare administrative visit notes, record agreed actions and support timely completion of follow up tasks.·        Support Key Account Managers with reactive administrative tasks·        Prepare quotations, enter orders accurately and maintain relevant customer records.·        Provide professional telephone support and assist with delivery queries for the van sales area.Credit Control and Accounts Receivable Support·        Respond to customer account queries relating to invoices, statements, credit notes, payment terms and payment allocation.·        Monitor the sales ledger and aged debt position, contacting customers professionally before and after payment due dates as appropriate.·        Issue customer statements, payment reminders and copies of supporting documents when required.·        Maintain accurate records of collection activity, customer conversations, agreed actions and promised payment dates.·        Investigate disputed invoices and account discrepancies, working with Sales, Customer Service, Operations and Finance to achieve timely resolution.·        Identify overdue, high risk or potentially problematic accounts and escalate these promptly to the Finance Manager.·        Process incoming cash and allocate receipts accurately against the appropriate customer accounts and invoices.·        Investigate unallocated cash, payments on account, short payments and overpayments, ensuring these are resolved promptly.·        Reconcile customer accounts and support the correction of allocation or ledger discrepancies.·        Support month end activities, aged debt reporting and the preparation of information required by the Finance Manager.·        Maintain accurate customer payment terms, credit limits, account contacts and supporting documentation within company systems.·        Assist with new account and credit limit requests by obtaining completed applications, trade references, credit reports, trading history and any other relevant supporting information.·        Review the available information to assess whether an account appears credit worthy and prepare a clear summary for the Finance Manager, who will retain final approval authority.·        Monitor accounts against approved credit limits and payment terms, highlighting breaches or changes in risk at the earliest opportunity.·        Place or release account holds only in accordance with company procedures and the appropriate management approval.·        Support the preparation of accounts for further recovery action where required, ensuring records and supporting documents are complete.·        Handle all customer and financial information confidentially and in accordance with company policy and data protection requirements.Administration·        Provide general office administration support as required.·        Maintain accurate electronic and paper records, ensuring information is current, accessible and appropriately controlled.·        Balance administrative, customer service and credit control priorities effectively, communicating early where deadlines or service levels may be affected.Other Projects·        Undertake other reasonable duties that support the effective operation of the business and are appropriate to the level of the role.Essential skills and experience·        Experience in office administration, customer service, credit control, accounts receivable or a closely related role.·        Strong numerical ability with excellent accuracy and attention to detail.·        Confident and professional verbal and written customer communication, including telephone contact regarding overdue accounts.·        Ability to investigate account issues, gather relevant information and present clear findings to support management decisions.·        Good understanding of customer ledgers, cash allocation, statements, credit limits and payment terms.·        Excellent computer skills, with proficiency in Microsoft 365 and the ability to learn finance, sales and stock management systems.·        Strong workload management skills with the ability to prioritise competing deadlines and maintain accurate records.·        Commercial awareness and an understanding of the importance of cash flow, customer relationships and controlled credit risk.·        Ability to communicate effectively and professionally while maintaining confidentiality and sound judgement. Personal profile·        Proactive and motivated by providing a high standard of support to customers and colleagues.·        Professional, calm and courteous, including when discussing sensitive or overdue account matters.·        Organised and structured, with a disciplined approach to follow up and completion of agreed actions.·        A collaborative team member who builds and maintains effective relationships across the business and with customers.·        Honest, trustworthy and accountable, with a strong commitment to accuracy and confidentiality.·        Adaptable and willing to support changing business priorities.·        Positive, practical and solutions focused.Working conditionsThe role is mainly office based at the Cirencester Head Office. There may be occasional requirements for work outside normal office hours or travel to customer meetings, exhibitions, training events or seminars.